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Pre-Conference Planning:
- Participate in the planning meetings.
- Develop planning timeline.
- Assist in determining and carrying out specific conference
objectives.
- Establish meeting agenda.
- Assist in researching resourceful information.
Financial Services:
- Assist committee with budget development.
- Serve as a fiscal agent for conference-related billings.
- Manage total income and expenses.
- Process payroll forms, requested payments and invoices.
Presenters:
- Provide planning committee with resources for potential
presenters.
- Manage "Call for Presentations".
- Contract with confirmed presenters in regards to honoraria,
travel expenses, audio-visual needs.
- Compile requested presenter vitae, presentation description,
introduction information.
- Serve as contact and information resource for
presenters.
- Orchestrate duplication of presenters' materials.
- Confirm final conference details with presenters.
- Coordinate travel and lodging arrangements.
- Issue honorarium checks.
Exhibitors:
- Design and develop exhibitor registration brochure.
- Compile mailing lists of potential exhibitors.
- Process exhibitor registrations and confirmations.
- Format exhibitor directory for program book.
- Coordinate logistics of exhibiting space with facility.
- Provide information to exhibitors for outside equipment
sources.
Credits:
- Work with appropriate institution to get graduate and/or
continuing education credits.
- Compile necessary qualifying information from
presenters.
- Complete and submit forms for credit approval.
- Arrange for institution issuing credit to process credit
applications.
Facility, Audio-Visual Equipment &
Food Services:
- Select site(s) most able to meet conference needs.
- Negotiate contracts with facilities for meeting rooms,
exhibitor space, food and lodging accommodations.
- Obtain negotiated rates for lodging.
- Coordinate with facility for appropriate room sets.
- Reserve audio-visual equipment and on-site technician.
- Arrange for video and audio taping of program sessions.
- Coordinate on-site use of photocopy and fax machines, special
phone services, and shipping services.
- Work with catering services to select menus for breaks,
luncheons, socials and banquets.
- Coordinate meals, socials and breaks.
- Update facility with accurate meal counts.
- Arrange for special needs (i.e. storage space, dietary
requirements, handicap services).
Marketing & Promotion:
- Provide input for marketing plan.
- Assist in creating the standard elements used in the design
of conference materials.
- Aid with the identification of potential target market.
- Coordinate and/or assist committee with the design,
development and printing of conference promotion materials
(including announcements, posters, "Call for Presentation"
brochures, participant and exhibitor registration brochures, and
a conference web site should you require one).
- Arrange for public relation materials (press kits, news
releases and advertisements for print, radio and
television).
Printing:
- Coordinate bidding process for printed materials.
- Work with chosen printer/graphic artist to develop, design,
write and edit conference materials including brochures, program
books, table tents, etc.
Mailings:
- Obtain mailing lists of targeted audience from committee
members or other resources.
- Input mailing list into database.
- Maintain and update mailing list.
- Coordinate with internal and external mailing services.
Pre-Registration:
- Input all registrations into a database using professional
registration software.
- Mail confirmation letters to participants and
exhibitors.
- Prepare roster of pre-registered participants and/or
exhibitors.
- Process all registrations received through fax, mail,
telephone and on-line.
- Supply professionally printed name tags for participants,
exhibitors, presenters and committee members.
- Answer conference-related inquires.
Other Services:
- Design and print evaluation forms.
- Order special supplies (i.e. plaques, trophies, ribbons,
folders).
- Develop signs, banners, table tents, drawing tickets.
- Assist with identifying providers of special events services
such as disc jockeys, entertainers, photographers.
- Make arrangements for special events and tours to area
attractions.
- Schedule transportation.
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